Privacy Policy – Westmark Milton – Redefining Modern Apartment Living

Last updated: 31 August 2026

1. About this Privacy Policy

Westmark Property & Sales Management Pty Ltd (“Westmark”, “we”, “us” or “our”) respects the privacy of individuals and is committed to handling personal information responsibly and securely.

We provide property management, residential property services, property sales and related real estate services. In carrying out these activities, we may collect and hold personal information about property owners, landlords, tenants, rental applicants, buyers, sellers, contractors, suppliers, visitors and other individuals who deal with us.

This Privacy Policy explains how we collect, use, hold, disclose and protect personal information.

2. Our contact details

Westmark Property & Sales Management Pty Ltd

22 Railway Terrace

Milton QLD 4064

Australia

Telephone: 07 3217 5601

Email: manager@westmarkmilton.com

Website: www.westmarkmilton.com

3. What personal information do we collect?

Depending on the nature of our dealings with you, we may collect and hold information including:

Full name and contact details, including telephone number, email address and postal address
Date of birth where reasonably required
Identification information and identification documents
Information relating to property ownership
Rental and tenancy information
Rental application information
Employment and income information where relevant to a rental application
References and information provided by referees
Banking and payment information required to manage a property or tenancy
Information relating to rent payments, arrears, bonds and property expenses
Information relating to property sales and purchases
Information contained in contracts, agreements, applications and correspondence
Maintenance and repair information
Information provided by contractors, tradespeople and service providers
Communications with us, including emails, telephone correspondence and other written communications
Information relating to inspections, access arrangements and property occupancy
Information provided through our website, online enquiry forms or real estate advertising portals
Any other information reasonably necessary for us to provide our services.

We will generally only collect personal information that is reasonably necessary for our functions and activities.

4. Sensitive information

In some circumstances, information provided to us may include sensitive information, such as health information or other information that may require additional privacy protection.

We will only collect, use or disclose sensitive information where permitted or required by law and, where required, with the appropriate consent.

5. How do we collect personal information?

We may collect personal information directly from you when you contact our office, become a property owner or landlord client, rent or apply to rent a property, enquire about purchasing a property, list a property for sale, complete an application or form, provide identification or supporting documents, communicate with our staff, submit an enquiry through our website, communicate with us through a real estate advertising platform, or otherwise provide information to us.

We may also collect information from third parties where reasonably necessary to provide our services or where permitted by law. This may include property owners, tenants, rental referees, employers, contractors, body corporate representatives, real estate portals, government authorities, professional advisers, financial institutions and other service providers.

6. Why do we collect personal information?

We collect and use personal information for purposes including:

managing residential properties;
providing services to property owners and landlords;
processing rental applications;
assessing and managing tenancies;
communicating with tenants, owners, buyers and sellers;
arranging inspections, maintenance and repairs;
arranging payments and financial transactions;
managing rental arrears and other tenancy matters;
marketing and selling properties;
preparing and managing property contracts and related documentation;
communicating with contractors and service providers;
complying with legal and regulatory obligations;
maintaining appropriate business records;
responding to enquiries and complaints;
protecting the safety and security of people and property; and
other purposes reasonably necessary to conduct our business.

7. Disclosure of personal information

We may disclose personal information where reasonably necessary to provide our services, conduct our business or comply with legal obligations.

Depending on the circumstances, information may be disclosed to property owners and landlords; tenants and rental applicants where appropriate; prospective buyers or sellers where appropriate; contractors and tradespeople; body corporate and building management representatives; real estate advertising and listing platforms; professional advisers; financial institutions and payment service providers; insurers; government authorities and regulatory bodies; utility and service providers; technology, software and data-storage providers; debt recovery or collection service providers where appropriate; emergency services or law enforcement where required or permitted; and other parties where you have provided consent or where disclosure is otherwise permitted or required by law.

We do not sell personal information to third parties for their own unrelated marketing purposes.

8. Rental applications and tenant information

When a person applies to rent a property managed by Westmark, we may collect information necessary to assess the application and manage the tenancy.

This may include identification, employment, income, rental history, references and other information reasonably required for the application.

Information may be provided to the relevant property owner or landlord and other parties involved in assessing or managing the tenancy, where permitted by law. We will seek to limit collection and disclosure to information reasonably necessary for the relevant purpose.

9. Property owners and landlords

For property owners and landlords, we may collect information necessary to establish and manage the management relationship; receive and distribute rental income; arrange repairs and maintenance; communicate regarding the property; prepare statements and financial records; arrange inspections; market and sell the property where instructed; communicate with contractors and other service providers; and meet legal, accounting, taxation and regulatory requirements.

10. Property sales

Where Westmark is involved in the sale or purchase of a property, we may collect and use information necessary to market the property, communicate with prospective buyers and sellers, arrange inspections, prepare or facilitate sale documentation, communicate with solicitors, conveyancers, financial institutions and other relevant parties, and complete the transaction.

Information may be disclosed to parties reasonably involved in the sale or purchase process.

11. How we hold and protect personal information

Westmark takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

Depending on the nature of the information, we may hold information in electronic systems, databases, email systems, documents and physical records.

We use reasonable administrative, technical and physical safeguards appropriate to the circumstances. Access to personal information within Westmark is limited to people who require the information to perform their duties.

No method of electronic storage or transmission can be guaranteed to be completely secure. However, Westmark takes reasonable steps to protect the information it holds.

12. Third-party service providers

Westmark may use third-party providers for services such as property management software, accounting and financial services, electronic communications, document storage, property advertising, rental application processing, maintenance and contractor management, and information technology services.

Where appropriate, we take reasonable steps to ensure that third-party service providers handle personal information appropriately.

13. Overseas disclosure

Some technology, software or service providers used by Westmark may store or process information outside Australia.

Where personal information is disclosed to an overseas recipient, Westmark will take reasonable steps to do so in accordance with applicable privacy obligations.

The countries in which information may be stored or processed can vary depending on the technology and service providers used by Westmark.

14. Access to your personal information

You may request access to personal information Westmark holds about you.

To make a request, please contact Westmark using the contact details in this Privacy Policy.

We may need to verify your identity before providing access to personal information.

In some circumstances, we may be unable to provide access where permitted or required by law. If this occurs, we will explain the reason where appropriate.

15. Correction of personal information

We aim to keep personal information accurate, complete and up to date.

If you believe information we hold about you is incorrect, incomplete or out of date, please contact us and request that the information be corrected.

We may ask you to provide information or documentation supporting the requested correction.

16. Privacy complaints

If you believe Westmark has handled your personal information in a way that does not comply with applicable privacy requirements, you may make a complaint to us.

Please provide sufficient information for us to investigate your complaint.

Westmark will:

acknowledge the complaint where appropriate;
investigate the circumstances;
consider the information provided;
take reasonable steps to address the issue where appropriate; and
respond to you within a reasonable period.

You can contact us using the details in Section 2.

If you are not satisfied with our response, or if applicable privacy law provides you with a right to do so, you may contact the Office of the Australian Information Commissioner (OAIC).

17. Data breaches

Westmark takes reasonable steps to protect personal information against unauthorised access, loss or disclosure.

If Westmark becomes aware of a data breach involving personal information, we will assess the circumstances and take appropriate action in accordance with applicable laws and our obligations.

Where notification is legally required, affected individuals and the relevant authority will be notified as required.

18. Website and online services

When you use a Westmark website or online service, technical information may be collected automatically, depending on the technology used by the website or service.

This may include information such as IP address, browser information, device information and website usage information.

Cookies and similar technologies may be used to operate and improve online services.

Where third-party websites or platforms are used, their own privacy policies may also apply.

19. Direct marketing

Westmark may use contact information to communicate with you about properties, services, property management matters or other information relevant to our business relationship, where permitted by law.

You may request not to receive direct marketing communications from us.

Requests to opt out will be dealt with within a reasonable period, subject to communications that we are required or permitted to send for legitimate business, contractual or legal purposes.

20. How long we keep personal information

Westmark retains personal information for as long as reasonably necessary for the purpose for which it was collected, to maintain appropriate business records, to meet contractual and legal obligations, or as otherwise required or permitted by law.

When information is no longer required, Westmark will take reasonable steps to securely destroy or de-identify it, subject to any legal or record-keeping requirements.

21. Dealing with Westmark anonymously

Where it is lawful and practicable, you may be able to make a general enquiry without identifying yourself.

However, anonymity or use of a pseudonym may not be practicable where we need to identify you to provide property management, tenancy, sales or other real estate services, enter into an agreement, process a transaction, comply with legal requirements or protect the interests of our clients and other parties.

22. Changes to this Privacy Policy

Westmark may update this Privacy Policy from time to time to reflect changes in our business, technology, legal requirements or privacy practices.

The latest version will be made available through our website or upon request.